Hyatt Regency Austin Austin, Texas February 23 25, 2018 EXHIBITOR PROSPECTUS Looking for an opportunity to increase your brand recognition and awareness of your company s products and services? The American Academy of Sleep Medicine s (AASM) Sleep Medicine Trends 2018 course will provide you with an opportunity to connect with a large audience of health care professionals who are dedicated to the field of sleep medicine. The course will welcome more than 400 sleep medicine professionals to a warm winter escape. Sleep Medicine Trends is the leading event for sleep medicine clinicians. An expert faculty will explore state-of-the-art patient care management in the diagnosis and treatment of various disorders, the latest clinical research, and strategies to improve current business practices through a mix of session types. Discussions will focus on providing relevant updated information and new strategies that sleep clinicians can use in their practice. This year s course will include an interactive learning experience allowing all attendees the opportunity to participate in hands-on demonstrations and discussions with experts in the field. This prospectus contains information specific to exhibiting (pages 1-3) and sponsorship opportunities (pages 3-5) unique to Sleep Medicine Trends 2018, which are exclusive to exhibitors. Quick Facts for Exhibitors Location Hyatt Regency Austin 208 Barton Springs Austin, Texas, 78704 Phone: (512) 477-1234 The exhibit area will be located in the Zilker Foyer next to the ballrooms where the course will be held and breakfast, lunch, and refreshment breaks served. The AASM reserves the right to move the exhibit area to a comparable location. Meeting and Exhibit Schedule Friday, February 23 Sunday, February 25, 2018 Exhibit Hours* Friday Saturday 6:45 AM-8:00 AM 7:00 AM-8:00 AM 9:30 AM-9:50 AM 9:30 AM-9:50 AM 12:05 PM-1:20 PM 12:05 PM-1:20 PM 2:50 PM-3:10 PM 2:50 PM-3:10 PM Reception 5:30 PM - 6:30 PM Sunday 6:45 AM-8:00 AM 9:30 AM-9:50 AM * Exhibit hours are subject to change based on the final course agenda. 1
Exhibit Space & Availability Space in the exhibit area is limited to twenty eight (28) companies. Each company will be allowed one table. Once full capacity of the exhibit area is reached, a waiting list will be maintained. After January 19, 2018, if booth space is available, submitted applications will require review and approval prior to assignment of booth space. AASM management will monitor the status of the exhibit area to determine whether or not exhibit booth space is available. Exhibit Fee - $2,500 The exhibit fee includes the following: One 6 ft. x 30 in. skirted table with two chairs and one power strip. Breakfast, lunch, morning and afternoon refreshment breaks, and evening reception for interaction with attendees. One complimentary course tote bag with materials. The exhibit fee does not include the following: Security services will not be provided throughout the course. An attendee list will not be provided and lead retrieval is not available. Access to sessions - Exhibitors must register and pay applicable fees separately. Maximize Your Exposure - Exhibitor Promotional Package - $3,500 (a $10,000 value) The promotional package provides exhibitors with an opportunity to reach members of the sleep medicine community before and during the course. The promotional package includes: Promotional Package Reach Exposure Value Exhibit Space 400+ On-site $2,500 Attendee Handout/Insert 400+ On-site $500 Course Program Logo Upgrade Exhibitor Listing 400+ On-site $100 Welcome Slide Recognition Company Logo 400+ On-site $500 Registration and Exhibitor Signage Company Logo 400+ On-site $500 Pre-meeting Email Blast Banner Ad 9,000+ Pre-meeting $500 Recognition - January Issue of JCSM - Company Listing/Logo 9,000+ Pre-meeting $2,000 Recognition - AASM Membership Email Update 9,000+ Pre-meeting $2,000 Company Listing on Sleep Medicine Trends 2018 Webpage 9,000+ Pre-meeting $1,500 Meals Exhibitors are welcome to the continental breakfast, lunch and refreshment breaks during the courses; all other meals are the responsibility of the exhibitor. Application & Registration To exhibit at the Sleep Medicine Trends 2018 course, please complete and return the Exhibitor Application with appropriate payment by January 19, 2018. Please remit your payment in full at the time of application by credit card (Visa, Master Card, or American Express) or by check made payable to the AASM. All payments must be made in U.S. dollars drawn on a U.S. bank. Exhibit Space Assignments & Exhibitor Badges Exhibit spaces will be assigned by AASM management. Exhibitor badges are required and will be available at the registration desk. 2
Move-in and Move-out Exhibitors are welcome to move-in between 6:00 am and 6:45 am on Friday, February 23. Please note that exhibitors will not have access to the exhibit area before the designated move-in time and no security will be provided. Move-out will begin after the morning break at 10:00 am on Sunday, February 25 and must be completed by 1:00 pm. Move-in and move-out times may be subject to change. Shipping Information It is recommended that equipment for your table-top exhibit arrive at the hotel no earlier than two days prior to the start of the course. Shipping information will be sent to the email address provided four weeks ahead of the course. The AASM will not be held liable for the shipping, receiving, or displaying of exhibitors materials or products. Affiliate Meetings Affiliate meeting space in meeting rooms or suites during Sleep Medicine Trends 2018 is not available. Housing Information A block of guest rooms has been reserved at the Hyatt Regency Austin (https://aws.passkey.com/event/49216977/ owner/16557/home). Space is limited, so please make reservations well in advance. The room rate at the hotel is $235.00 per night plus taxes and fees and is only valid until January 29, 2018, or until the room block sells out. Additional Information For additional information about exhibiting at the course, please contact Chris Waring, National Sales Account Manager at cwaring@aasm.org or (630) 737-9731. To secure your exhibit space, submit the Exhibitor Application and Payment by January 19, 2018 to: Attn: Meeting Department AASM 2510 North Frontage Road Darien, IL 60561 or via Fax to (630) 737-9790 or email to cwaring@aasm.org 3
1. 2. 3. Increase Your Presence at Sleep Medicine Trends 2018 Sleep Medicine Trends 2018 exhibitors have the exclusive opportunity to expand their presence before, during, and after the meeting by securing a variety of advertising and sponsorship opportunities. There are several sponsorships that will provide organizations a new avenue to get their brand/message in front of the sleep medicine community. This section of the exhibitor prospectus provides an overview of these sponsorship opportunities. Securing your sponsorship early provides the following advantages: Exhibitors who secure sponsorships by January 19, 2018 will receive points towards SLEEP 2018 exhibit space booth assignments. Many of the sponsorships are exclusive - only available to ONE exhibitor. Sponsorship Opportunities Course Program The course program is distributed on site to all meeting attendees and contains complete details about the meeting as well as the local area. Place your advertisements in the hands of hundreds of attendees, one of the largest regional meetings of sleep specialists in the nation! Advertising space is reserved exclusively for exhibitors. Run-of-Book: Full-page, Color $1,000 Half-page, Color $500 Ad Space Closing: January 26, 2018 Ad Materials & Payment Due: January 26, 2018 Issued: Upon registration at Sleep Medicine Trends 2018 Pre-meeting Mailing List Sponsorship Fee: $300 Post-meeting Mailing List Sponsorship Fee: $300 Exhibiting companies may purchase one pre- and/or post-meeting mailing list. Mailing lists are provided in label format or in an electronic format to an established bonded third-party mail house. A rental agreement form will be available upon request, contact Chris Waring at cwaring@aasm.org or (630) 737-9731. To rent the pre-meeting mailing list, submit the mailing list request form along with a proof of the mailing piece to the AASM national office by January 19, 2018. Upon approval the AASM will disseminate the labels or electronic mailing list. Please allow one week for processing. Post-meeting mailing lists are available for rent after the meeting: February 26 until March 23, 2018. Use of the AASM/Sleep Medicine Trends 2018 logos is prohibited, unless prior authorization has been received. Pre-meeting Email Blasts Sponsorship Fee: $500 Post-meeting Email Blasts Sponsorship Fee: $500 Advertise your products to attendees prior to the meeting and follow-up with them after the meeting. Exhibitors will have the opportunity to reach out to meeting attendees and AASM members in the pre- and post-meeting Email Blasts. The pre-meeting message will be sent one to two weeks prior to the meeting and the post-meeting message will be sent one to two weeks after the meeting. The email blast will contain a brief message from AASM and banner-like ads from sponsoring exhibitors. Each sponsor will be able to provide their company logo (with hyperlink), product image and a brief message (100 words or less). Order of the banner ads and availability is based on a first-come, first-served basis. 4. Lanyards Sponsorship Fee: $2,500 Each attendee receives a name badge accompanied by a highly visible lanyard adorned with your corporate name and logo alongside the Sleep Medicine Trends 2018 logo. Lanyard selection and imprint color are at the discretion of the AASM. 4
5. Tote Bags (Single Sponsorship) Sponsorship Fee: $2,500 Provide attendees with a customized tote bag branded with your company s logo that is handed out to each attendee at the registration desk. Your corporate name/logo will appear on the front of the tote bag alongside the Sleep Medicine Trends 2018 logo. Tote bag selection and imprint color are at the discretion of the AASM. 6. 7. 8. 9. 10. Notepads (Single Sponsorship) Sponsorship Fee: $2,500 Each meeting attendee receives an 8 ½ x 11 notepad as part of their registration packet. The notepad design includes the Sleep Medicine Trends 2018 logo along with your corporate name and logo. Imprint colors and notepad selection are at the discretion of the AASM. Pens (Single Sponsorship) Sponsorship Fee: $2,500 Each meeting attendee also receives a pen with the Sleep Medicine Trends 2018 logo and the sponsoring company logo in their registration packet. The imprint colors and pen selection are at the discretion of the AASM. Notepads and Pens Sponsorship Fee: $4,000 (save 20%) Daily Refreshment Breaks Friday & Saturday Sponsorship Fee: $5,000 Sunday Sponsorship Fee: $2,500 Over 400 attendees are expected at Sleep Medicine Trends 2018. Exhibitors have the exclusive opportunity to sponsor one or all of these daily breaks on Friday, Saturday and Sunday. Coffee and cold beverages will be served during the breaks. Cups with your company s logo may also be included with the sponsorship for an additional fee. By sponsoring one or more of the daily refreshment breaks your corporate name and logo will be included on signage near the beverage service area and signage will be placed in your booth space. In addition, there will be recognition in the course program, on the sessions welcome slides and during session announcements. Footprints Sponsorship Fee: $1,000 Footprints provide a great way to increase traffic to your booth. 18 footprints with your logo/message on them are placed on the floor (approx. five feet apart) leading to your exhibit space. You design the footprints, and we produce and install them. This sponsorship is limited to one (1) exhibitor. Floor Clings Sponsorship Fee: $750 Floor clings (36 x36 ) are a great way to increase the visibility of your exhibit space. Placing a Floor Cling next to your exhibit space will increase your presence at Sleep Medicine Trends 2018 and impact attendees. You design the floor cling, and we produce and install it near your booth space. 11. Charging Station Sponsorship Fee: $2,000 This self-standing table will offer power and charging cords. There will be plenty of space where mobile devices can be placed while charging. Three table top signs with the sponsor s company name and logo will be placed on the charging station, which will be conveniently located outside of the session rooms. In addition, there will be recognition in the course program, on the session s welcome slides and during session announcements. 12. Wi-Fi, Wireless Access Sponsorship Fee: $5,000 Attendees will have complimentary Wi-Fi access during Sleep Medicine Trends 2018. This exclusive sponsorship provides an exhibitor with the opportunity to be recognized through mentions in the course brochure, session s welcome slides, daily announcements, and signage. 5
13. Hotel Keys Sponsorship Fee: $3,000 Provide attendees with a customized room key available exclusively for Sleep Medicine Trends 2018 at Hyatt Regency Austin. Your corporate name/logo will appear on the front of the key alongside the Sleep Medicine Trends 2018 logo. Artwork must be submitted by January 19, 2018 for approval by AASM management and the hotel. 14. Hotel Door Drops Thursday, Friday & Saturday Nights Sponsorship Fee: $500 per insert per night Door drops are an excellent way to communicate company news or introduce new products to attendees while they relax in their hotel rooms. Sponsors will be allowed to distribute a 1-page, double-sided flyer, no larger than 8 ½ x 11 or a single novelty item at the Hyatt Regency Austin. All flyers and novelty items must be submitted by January 19, 2018 for approval by AASM management. Sponsors are responsible for coordinating the distribution of their approved item with the hotel and all costs, including but not limited to printing and distribution. This opportunity is limited to four companies per night. 15. Industry Supported Event (ISE) Friday & Saturday Nights Sponsorship Fee: $7,500 per event Provide meeting attendees with an informative, one-and-a-half to three-hour satellite symposium, coordinated by your company. To participate, an Industry Supported Event proposal must be submitted for acceptance. Exhibition at the meeting is required in order to host an Industry Supported Event. For additional information on hosting an ISE contact Chris Waring, National Sales Manager, at cwaring@aasm.org or (630) 737-9731. Customized Sponsorship Opportunities Are you interested in customizing a particular sponsorship or developing a sponsorship package tailored to your market? The AASM is interested in working with you to maximize your return on investment at Sleep Medicine Trends 2018. The sponsorship opportunities listed within this document are not meant to be an exhaustive list. We are open to all sponsorship ideas. Does your company have a sponsorship opportunity that you use at other meetings or conventions? Perhaps it will work for Sleep Medicine Trends 2018! Contact Chris Waring at cwaring@aasm.org or (630) 737-9731 to discuss customized sponsorship options. Your support of Sleep Medicine Trends 2018 will not only increase your visibility and provide you with a platform to showcase your brand and message, but it also will allow us to provide a more rewarding experience for attendees. Advertising and sponsorship opportunities are reserved on a first-come, first-served basis, so don t delay. To secure your sponsorship simply submit the Sponsorship Application and payment by January 19, 2018 to: Attn: Meeting Department AASM 2510 North Frontage Road Darien, IL 60561 or via fax to (630) 737-9790 or email to cwaring@aasm.org Additional Information For additional information about exhibiting at the course, sponsorships and deadlines, please contact Chris Waring at cwaring@aasm.org or (630) 737-9731. 6